Divisional Co-ordinator for Allied Clinical Services

The post holder will ensure the smooth running of the Division’s Administrative Office and provide a Personal Assistant function to the Divisional Director of Operations, Divisional Director of Professions and Governance, the Divisional Medical Director and the Divisional General Manager Manager and Directors alongside administrative and secretarial support to other member of the Divisional Management Team.

The post holder will co-ordinate a key series of Divisional Management Governance and operational meetings by providing minutes, papers and the booking of rooms and hospitality as required. The post holder should take responsibility for a full range of duties and all administrative and organisational tasks on an on-going basis. The post holder is expected to maintain complete confidentiality at all times and to represent the Division in an efficient and courteous manner and contribute to the Divisional, Trust and national target achievement.

This is an exciting secondment opportunity for anyone who is looking to work as a Divisional Coordinator for the Allied Clinical Services division. The division consists of the following services; Cancer Services, Clinical Engineering, Therapy Services (Nutrition & Dietetics, Speech and Language Therapy, Occupational Therapy, Foot health and Orthotics, Adult Physiotherapy), Outpatients & Phlebotomy, Pharmacy, Radiology and Stop Smoking team.

You will be working closely with a supportive and friendly senior management team, as well as working with different directorates and divisional leads across the division.
- Post Title: Divisional Co-ordinator

**Department**: Allied Clinical Services

**Responsible to**: Divisional General Manager

**Band**: 4

**Hours**: 37.5 per week

**Job Summary**:
The post holder will ensure the smooth running of the Division’s Administrative Office and provide a Personal Assistant function to the Divisional Director of Operations, Divisional Director of Professions and Governance, the Divisional Medical Director and the Divisional General Manager Manager and Directors alongside administrative and secretarial support to other member of the Divisional Management Team.

The post holder will co-ordinate a key series of Divisional Management Governance and operational meetings by providing minutes, papers and the booking of rooms and hospitality as required. The post holder should take responsibility for a full range of duties and all administrative and organisational tasks on an on-going basis. The post holder is expected to maintain complete confidentiality at all times and to represent the Division in an efficient and courteous manner and contribute to the Divisional, Trust and national target achievement.

**Key Result Areas & Performance**:

- Take responsibility for the forward planning and coordinating of a programme of events/activities, from weekly to annual events, for the Divisional Management Team (DMT).
- Maintain the electronic diary for the DMT, using independent judgement to make necessary revisions and liaising with all relevant parties.
- Organise refreshments/catering as and when required.
- Act as a filter mechanism for all communication and personal contacts. Using judgement, tact and diplomacy ensure that problems and issues are referred on to the appropriate lead.
- To be responsible for maintaining and updating office systems including filing.
- Deal personally with a wide variety of enquires, taking direct action, briefing relevant managers and ensuring further action is addressed.
- Draft papers and electronic correspondence as requested.
- Manage the incoming mail, paper and electronic, use initiative to reply to correspondence where appropriate and referring onwards.
- Operate a “bring forward” system and take autonomous action in chasing outstanding issues.
- In all matters to inform members of the DMT of actions taken on their behalf.
- Provide minute taking for DMT meetings where appropriate.
- Take responsibility for all organisational requirements for the smooth running of the Division.
- Assist with the monitoring of activity within the Division and to assist the DMT to ensure targets are achieved.
- To work closely with the Information Department in the introduction of improved systems and to include regular reports as appropriate.
- Update electronic tracking systems such as for Annual Leave and Sickness for the Division formatting and populating databases as required.
- Use and organising maintenance of pc(s), photocopier, fax machine
- Ordering (electronically via SBS) equipment, stationery, uniforms etc as required by the Division

Financial

The post holder does not have direct budget responsibility but is expected to carry out their functions in line with Trust financial regulations.

Partnerships

Communications and Relationships
- Represent the Division both internally, within the Trust, and externally.
- The post holder is self aware, taking own education and professional development needs